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EOS_Coaching_Logo_Color

Privacy Statement

0. Statement of Concepts

In this privacy statement the following terms are to be understood as such:

  • Contractor : C.M. de Vos, self-employed coach, trainer, and owner of Eos Coaching & Training.
  • Client : an employer or private individual that provides a commission to the contractor.
  • Commission : the agreement between the contractor and the client.
  • Proposal : description of the proposed service provided by the contractor on behalf of the client.
  • Candidate : the natural person that is being coached by the contractor.
  • NOBCO : Nederlandse Orde voor Beroepscoaches (Dutch Order of Professional Coaches).

1. Data Controller

Contractor is the data controller for the purpose of the GDPR.

2. Obtaining Data

Contractor gains data from the client and / or candidate through the intakeform, per email, per phonecall, or in a personal conversation with the purpose of orienting on, or entering, a commission. In addition, personal data can be obtained via third parties who refer the client or candidate to the contractor.

3. Processed Data

Contractor (may) process the following personal / confidential data from the candidate and client:

  • Personal information (name, adress, place of residence);
  • Contactinformation (phonenumber(s), email adress(es));
  • Date of birth, birthplace, passport photo, work experience, education, competences (resume);
  • Invoice data;
  • Filled and sent intakeforms with information about goals and underlying reasons for the coaching programme, (possible) earlier experience with mental healthcare, and information about general health;
  • Any further information provided by client and / or candidate ahead of and during the commission;
  • Any notes taken, strictly for their own accounts, by the contractor ahead of, during, and after the commission;
  • Filled and sent evaluationforms.

4. Principle and Purposes

Contractor process aforementioned (personal) data to implement the commission of the client and / or candidate.

Purposes of the registration are:

  • Providing professional service;
  • Efficiency and cost management in the required service;
  • The maintaining of contact during and – in case desired – after the provided service;
  • Management of costumer base;
  • Planning and organisational activities;
  • (Tax)administration and billing;
  • Being able to answer content related questions of the candidate / client (with explicit approval of candidate);
  • Fulfilling and maintaining duties as a certified coach of the coaching association (NOBCO);
  • In case required being able to quickly give substance to a recommission;
  • Improving professional services;
  • Complying with statutory obligations.

 5. Declaration of Consent

The client and / or candidate will be informed about the privacy statement during the agreement of commission in the intake meeting. 

If (parts of) the registration of data is disagreed upon, client, candidate, and contractor may make specific arrangements about alternative registration of personal data. This must be recorded in writing and can only be done if this does not violate any complyance of professional duties and / or obligations for the contractor and the professional execution of his profession.

6. Method of Storage and Security

Contractor saves and secures the – in point 3 mentioned – data in:

  • Paper files, that are stored in a closed file cabinet;
  • Digitally on a with password secured laptop and a secured ‘cloud’;
  • On a mobile phone, secured with a password.

Contractor is alert for any violations of the privacy and acts according to the appropriate security measurements.

7. Provision to Third Parties

Contractor does not provide personal or confidential data of candidate to clients and vice versa without explicit consent of the involved parties. The contractor will, both during and after the commission with the client and / or candidate, keep secrecy to all data and knowledge provided in the context of the commission by the client and / or candidate. Contractor will not disclose any data and knowledge unless any obligation is imposed on him by low or a competent governmental body to diclose certain information.

If needed for security or the use of systems and external services (such as computer maintenance or accounting), data or access to data will be provided to external service parties. These third parties may, in relation to this data, only process provided data within the purpose of their service and within the legal framework.

If contact is being made via social media (for example LinkedIn) data may be saved and processed by these providers within the current European privacy laws. The website of Eos Coaching & Training contains several links to websites of external organisations (such as NOBCO and EMCC). Contractor cannot bear any responsibility for the collection and processing of any personal data by these external parties.  

8. Retention Period

The registerd personal data will not be stored any longer than necesarry for the professional provision of the commission and the purposes that are mentioned in this statement under article 4. This means that records may be saved for at least 5 years and up to 7 years after the last contact; fiscal data will be stored up to 7 years. 

The registered (personal) data will be adequately destroyed after the aforementioned retention period has passed.

9. Cookies

The website of Eos Coaching & Training makes use of functional and analytical cookies to improve the online services. To check out the Cookie Statement please click here.

10. Rights

Client and / or candidate may request information from the contractor regarding the registered data.

Due to the strict confidentiality and the necessary freedom in professional practice it is not possible to view or claim personal notes. 

The permission mentioned under paragraph 5 can be withdrawn on request – a request can be submitted by email.

Recorded personal data may, at the request of the data subject, be destroyed before the expiry of the two-year period, provided that this is permitted by law and the data is not required for any possible settlement of any dispute. A request can be submitted by email. 

11. Amendments

This Privacy Statement may be adjusted in response to new regulations or to achieve a better interpretation. 

This Privacy Statement has last been adjusted on: 15-08-2024